Legal Secretary

A mid-size, Irvine-based law firm that has provided over 40 years of quality service is seeking a Legal Secretary to join the team.

The role will be providing legal and administrative support to 2-4 attorneys, with the support of the office.

Job Duties :

• Providing case management support and maintaining communication between attorneys and clients.
• Interacting with clients by greeting them in person or on the telephone, answering or directing inquiries, and on occasion, scanning and profiling such client documents into the firm’s document management system.
• Producing documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics to help coordinate case preparation, most of which is done via computer.
• Reading, researching, reviewing, verifying, and routing correspondence, reports, and legal documents.
• Drafting, revising, and editing letters and other written documents, and collecting and analyzing information, most of which is done on the computer.
• Preparation of checks for filings and vendor payments.
• Preparation and filing of legal documents, including service via certified mail or FedEx.
• Organizing client conferences and attorney meetings by scheduling couriers, court reporters, expert witnesses, and other parties, and by coordinating preparation of charts, graphs, and other courtroom visuals.
• Maintaining via the Firm’s document management system (managed through the computer) the attorneys’ calendar by planning and scheduling conferences, teleconferences, depositions, and travel;

recording and monitoring court appearance dates, pleadings, and filing requirements; monitoring evidence-gathering; and anticipating changes in litigation or transaction preparation requirements.

• Representing the attorney by communicating on their behalf and obtaining information, following up on delegated assignments, and knowing when to act and when to refer matters to attorney.
• Developing and maintaining filing and retrieval systems, as well as digital archive systems.

Qualifications, Education and Experience :

• High school diploma or equivalent.
• 5 or more years of experience as a litigation secretary, from intake to trial preparation.
• Must type 70 words per minute or more with accuracy.
• Excellent proofreading skills to check for appropriate formatting, spelling and grammar.
• Excellent written and oral communication skills.
• Superior time management and organizational skills.
• Exceptional organization skills, strong self-motivator with high attention to detail.
• Ability to independently prioritize and manage multiple tasks while satisfactorily meeting deadlines and desired outcomes.
• Knowledge of California and Federal civil procedures.
• Experience with electronic filing platforms, procedures and deadlines.
• Experience with calendaring and billing systems.
• Preparation of documents in Word for filing, mailing, e-mailing, faxing, cover letters / correspondence including copying and scanning.
• Proficient in MS office (including Word, Outlook, and Excel) and Adobe Professional.
• Proficient in Prolaw or other cloud-based work management systems is a plus.

This is a fully onsite position in Irvine, CA. The compensation range for this role will be $70,000-$85,000. The firm offers health benefits, 401(k) with a 3% employer contribution, vacation and sick days, and more.